Privacy Policy

Effective date: August 28, 2026
Version: 1.0

This Privacy Policy describes how FICE Medical, provided by LandA Apps, handles information in connection with the FICE Medical clinical management platform and the FICE Medical client portal.

These are platform policies for the software vendor. They are not a clinic’s Notice of Privacy Practices.

Contact: support@ficemedical.com · https://ficemedical.com

1. Who we are

FICE Medical is a clinical management platform used by healthcare organizations in the United States. LandA Apps provides the software.

This policy covers:

• The clinic application used by clinic workforce
• The client portal used by patients and other authorized individuals

It does not cover websites, products, or practices of a clinic that are independent of FICE Medical.

2. Roles under HIPAA

When a clinic uses FICE Medical to create, receive, maintain, or transmit protected health information (PHI):

• The clinic is the HIPAA Covered Entity (or another covered entity or business associate that engaged the clinic).
• FICE Medical / LandA Apps acts as a Business Associate that processes PHI on behalf of the clinic, subject to a Business Associate Agreement where required.

Patients and portal users typically access their own records through the clinic’s portal, not as customers of LandA Apps for treatment.

3. Information we process

Depending on how a clinic configures and uses FICE, we may process:

• Account information: names, email addresses, login credentials, role, and similar workforce or portal-account data
• Usage and technical data: session information, device/browser data, approximate location derived from IP, logs, and cookies or similar technologies needed to operate the service
• PHI and clinical data: information the clinic enters or imports (for example demographics, appointments, notes, labs, imaging orders, insurance, consents), processed only to provide the service to that clinic
• Provider directory data: including National Provider Identifier (NPI) records from NPPES when used for identification. An NPI is not proof that a clinician is licensed or credentialed.

We do not use clinic PHI to sell products to patients.

4. How we use information

We use information to:

• Provide, maintain, secure, and support FICE Medical and the client portal
• Authenticate users and manage sessions
• Communicate about the service (for example account, security, and support messages)
• Meet legal obligations and enforce our Terms of Service

We do not sell PHI. We do not use PHI for independent marketing.

5. Sharing

We may share information with:

• The clinic workforce and other users the clinic authorizes
• Subprocessors that help us host or operate the service, under appropriate agreements
• Professional advisers and authorities when required by law or to protect rights and safety

We do not sell personal information.

6. Your HIPAA and access rights

Individual HIPAA rights (access, amendment, restrictions, and similar) are exercised through the clinic that holds the designated record set. FICE does not replace the clinic’s Notice of Privacy Practices.

Portal users see records the clinic makes available to them. Questions about a chart should be directed to the clinic.

7. Cookies and sessions

We use cookies and similar technologies as needed to keep you signed in, protect the session, and operate the applications. We do not use these technologies to sell PHI.

8. Retention and security

We retain information as needed to provide the service, as directed by the clinic, and as required by law. We use administrative, technical, and physical safeguards appropriate to a healthcare software vendor. This policy does not describe internal infrastructure or security implementation details.

9. Children

FICE Medical is intended for healthcare organizations and authorized users. We do not knowingly collect personal information directly from children for marketing. A clinic may maintain pediatric records as part of treatment; those records are governed by the clinic’s legal obligations.

10. State privacy laws

Where a US state privacy law applies and FICE processes personal information as a service provider or processor for the clinic, we process that information only to provide the service and as permitted by our agreement with the clinic. Consumer requests should generally be directed to the clinic, except where the law requires us to respond as a business for our own account data.

11. Changes

We may update this policy. The effective date and version above will change when we do. Continued use of FICE Medical after an update means you accept the revised policy, except where applicable law requires additional notice or consent.

12. Contact

Questions about this policy: support@ficemedical.com.

Questions about your medical record or a clinic’s privacy practices: contact your clinic.

See also our Terms of Service.